How to Set Up Pricing for your Award

In order to set up pricing structures, it is necessary to prepare the award to accept Payments. In this section, you can see how to activate Payments for your Awards.

1. Log in to the Admin Interface
2. Click on Settings on the desired award
3. Scroll down and set up a Last Pay Date for your award
4. Next, scroll down further and expand the Pricing section
5. On the Requires payment field, select the desired type of payment among Online or Offline, Force Online or force Offline. This guide explains how to set this up.
6. On the Maximum online payment field, set 20000 (formatted in this way, without symbols, commas or decimals. This amount is in accordance with the current maximum payment limit threshold that can be processed with Worldpay)
7. Fill the remaining fields as needed.

Pricing Structure

Once the award is set up to receive payments, you can scroll down and click on the Pricing Structure link. The first step is to choose the desired type of pricing structure, you can choose from the following:

• Batch
• Entry
• Category
• Nominee
• Number Question Pricing

How to Set Up Price Per Batch

A flat fee is paid regardless of the amount of entries submitted.

1. Go to Pricing Structure > Add
2. Select Price Entity > Batch
3. Add a Price Structure > Default. If you want to apply a different Price Structure to your organisation can follow these instructions.
4. Add Start Date if applicable. The date will start at 00:00:00
5. Add End Date if applicable. The date will start at 23:59:59
6. Add a Invoice Description – This will be displayed on the Invoice as a line item
7. Add a Price – This can be positive (e.g. 10.00) or negative (e.g. -10.00)
8. Select VAT Exempt
   1. If No – The value applied on the Tax Rules or Tax Rate field in the Pricing section will be added to the total
   2. If Yes – The Tax Rules or Tax Rate value will not be added to the total
9. Select Stop processing more rules –
   1. If No – all pricing rules created after will be taken into consideration when this price is applied
   2. If Yes – all pricing rules created after will not be applied.

Note – When you set prices using the same method (like per batch, per payment, or per category etc) this is called a rule.

How to Set Up Price Per Entry

A fee is calculated based upon the number of entries submitted at closedown. The entry fee can be set to either be flat fee per entry or to increase or decrease depending on the number of entries submitted.

1. Go to Pricing Structure > Add
2. Select Price Entity > Entry
3. Add a Price Structure > Default
4. Add Start Date
5. Add End Date
6. Choose Depends On Award Pricing Structure – here you can select one of the pricing rules you’ve already created. By doing this, you’re linking the new price to that existing rule. This creates a dependency, meaning the new price will only be applied if the selected rule is already in use. In simple terms, you’re telling the system: apply this new price, but only when that specific pricing rule is active.
7. Define Allowance Link To – Here you can link a pricing rule to another so that both share the same threshold. The threshold is set on the main rule, and any linked rule draws from that same allowance, rather than using its own. This creates a shared limit across multiple rules.
8. Add an Invoice description
9. Add a Threshold – this allows you to define a range or limit where a specific price applies per Entries. For example: If the threshold is 10, it means this price will only apply when the quantity is between 1 and 10.
10. Add a Price
11. Select VAT Exempt
    1. If No – The value applied on the Tax Rules or Tax Rate field in the Pricing section will be added to the total
    2. If Yes – The Tax Rules or Tax Rate value will not be added to the total
12. Select Stop processing more rules
    1. If No – all pricing rules created after will be taken into consideration when this price is applied
    2. If Yes – all pricing rules created after will not be applied
13. Add any Criteria – this allows Admins to set specific conditions based on answers or selections from the form. For example, if you want to apply a certain price only when a user selects a specific option or gives a particular answer, you can do that by setting the appropriate rule here.

How to Set Up Price Per Category

A fee is calculated based upon the number of categories submitted at closedown. The entry fee can be set to either be flat fee per entry or to increase or decrease depending on the number of categories submitted.

1. Go to Pricing Structure > Add
2. Select Price Entity > Category
3. Add a Price Structure > Default or Broadcaster
4. Add Start Date if applicable
5. Add End Date
6. Choose Depends On Award Pricing Structure
7. Define Allowance Link To
8. Select the desired Category (or categories) to set up the price for
9. Add an Invoice description
10. Add a Threshold
11. Add a Price
12. Select VAT Exempt
    1. If No – The value applied on the Tax Rules or Tax Rate field in the Pricing section will be added to the total
    2. If Yes – The Tax Rules or Tax Rate value will not be added to the total
13. Select Stop processing more rules
    1. If No – all pricing rules created after will be taken into consideration when this price is applied
    2. If Yes – all pricing rules created after will not be applied.

How to Set Up Price Per Nominee

This option lets you charge a fee based on the number of Nominees. In other words, the total price will increase depending on how many nominees are entered.
Nominees can be set up on the Category page, under Eligibility > Nomination Data section.
Whatever you define there can be treated as a nominee.

1. Go to Pricing Structure > Add
2. Select Price Entity > Nominee
3. Add a Price Structure > Default or Broadcaster
4. Add Start Date if applicable
5. Add End Date
6. Choose Depends On Award Pricing Structure
7. Define Allowance Link To
8. Select the desired Category (or categories) to set up the price for
9. Add an Invoice description
10. Add a Threshold
11. Add a Price
12. Select VAT Exempt
    1. If No – The value applied on the Tax Rules or Tax Rate field in the Pricing section will be added to the total
    2. If Yes – The Tax Rules or Tax Rate value will not be added to the total
13. Select Stop processing more rules
    1. If No – all pricing rules created after will be taken into consideration when this price is applied
    2. If Yes – all pricing rules created after will not be applied.

How to Set Up Number Question Pricing

This option allows you to set prices based on individual Questions, as long as the Question includes a number. The price you set will be multiplied by the number the user enters in their response. This is especially useful in cases like selling tickets or any situation where the total cost depends on a quantity provided by the Entrant.

1. Go to Pricing Structure > Add
2. Select Price Entity > Number question Pricing
3. Add a Price Structure > Default or Broadcaster
4. Add Start Date if applicable
5. Add End Date
6. Choose Depends On Award Pricing Structure
7. Define Allowance Link To
8. Select the desired Question – here you can choose a select question you’ve previously created in the form where users pick from numbered options. The system will display all select questions – including both number-based and text-based ones – so it’s important that Admins choose the correct numerical select question to ensure pricing works properly.
9. Add Threshold Start – this is the minimum number where the price rule begins.
10. Add Threshold End – this is the maximum number where the price rule ends. For example, if you set a threshold start of 0 and a threshold end of 5, the price you define will only apply when the quantity is between 0 and 5.
11. Add an Invoice description
12. Add a Price
13. Select VAT Exempt
    1. If No – The value applied on the Tax Rules or Tax Rate field in the Pricing section will be added to the total
    2. If Yes – The Tax Rules or Tax Rate value will not be added to the total
14. Select Stop processing more rules
    1. If No – all pricing rules created after will be taken into consideration when this price is applied
    2. If Yes – all pricing rules created after will not be applied.

Once Pricing Structures for your award are set up as needed, you can also run invoice simulation tests using the Test Scenarios functionality. Follow this guide to learn how to use it.

In order to set up an Organisation Price Structure,

1. Log in to the Admin Interface
2. Go to Control Centre, then Finance Settings
3. Click on Price Structures, then Add
4. Type the Name you want to give to the Price Structure. For example, you could name them after what category of organisations are going to create new entries (i.e. Broadcaster, Developer, Publisher, Individual, and so forth.)
5. Choose their Order Number. this numerical field determines the order in which the Price Structures are listed in drop-down menus in the awards’ Pricing section.

When these Price Structures per Organisation are set up, they become active available items that Admin Users can use while setting up awards specific Pricing Structures rules, and to run Test Scenarios.

Set Up Tax Rate

1. Log in to the Admin Interface
2. Click on Settings on the desired Award
3. Set up an appropriate Last pay date
4. Now scroll down and expand the Pricing section
5. Make sure the Requires payment field is set up to accept online, offline or both types of payment
6. in the Tax acronym field enter the desired tax name (i.e. VAT) as needed. Please note that, if the tax acronym is left empty here and no “per-country” override applies, then the acronym and rate for the organisation’s country will be used. If no acronym is set for the country, then the global acronym and rate will be used. If the acronym is not set at any level then the accompanying rate will be ignored (even if it is non-zero).
7. In the Tax rate field enter the desired rate. This field is interpreted as a percentage, and the required format to fill it is DesiredNumber.Decimals (i.e. 20.00, which the system will read as 20%)
8. Click on Save

Tax Rules is instead a function that allows you to create and stack different tax rate rules, with the objective of applying different conditions to entrants with different circumstances, such as different country of residence and organisation type.

Set Up Tax Rules

1. Log in to the Admin Interface
2. Click on Settings on the desired Award*
3. Set up an appropriate Last pay date
4. Now scroll down and expand the Pricing section
5. Make sure the Requires payment field is set up to accept online, offline or both types of payment
6. Click on Tax Rules. A new browser tab, separated from the Award.
7. Click Add
8. In the Vat Registered dropdown menu, select whether this new tax rule will apply to organisation that are VAT Registered, not VAT Registered, or either of these options.
9. Select an appropriate Tax Acronym (i.e. VAT). This field allows you to set up different acronyms for different countries, so that international entrants will visualise the correct one that applies to their country of residence.
10. In the Rate % field enter the desired rate. This field is interpreted as a percentage, and the required format to fill it is DesiredNumber.Decimals (i.e. 20.00, which the system will read as 20%)
11. The Country / Tag field allows you to add the relevant country or region that you want to apply this rule to (i.e. if you select Germany, then this rule will be applied to entrants from Germany, and so forth). You can add multiple countries and regions as needed.
12. Next, choose to which Award you wish to apply the new tax rule to. You can choose the one you were editing, but if needed you can apply this rule to other Awards too, in order to save time when setting them up
13. Select which Organisation Types you wish to apply this new tax rule to.
14. Click Save.

* Another way to reach the Tax Rules page, is by clicking on Control Centre from the Admin Interface, then Finance Settings and finally Tax rules.

You can create multiple tax rules that apply to the same Award, and they will integrate with one another, as long as they don’t conflict with each other. Should you mistakenly create conflicting rules (i.e. two different rules that apply to the same Award, or organisation type), the ones that have been created chronologically earlier will be applied over the ones created later. You can use the Test Scenario tool to run tests and make sure your payment structures and tax rates are working as intended.

It is worth mentioning that Tax Rules override the Tax Rate field in the Award pricing section, meaning that if you set up both, only the Tax Rules will take priority in the system and will be applied.

1. Click on Add
2. Add a Test Scenario Name of your choice
3. Choose an Invoice Creation Date. Use this field if you have set up rules that affect the price depending on the invoice creation date.
4. Pick a Price Structure to match the one that was selected while creating the price entity.
5. Select an Organisation Type that you want to test the invoice for.
6. Choose the Billing Country – this field is set by standard to United Kingdom of Great Britain and Northern Ireland, can be changed as needed. If you have tax rules configured, you can test it using any other country to see how those rules would be applied.
7. Set whether the organisation should be VAT registered or not. Users are able to add a VAT number when they register an account with Nucleus. This can be updated at any point on the Account Details’ Section on the User’s personal profile.
8. If applicable, add the Desired VAT Exempt Total for the test organisation
9. Add the Desired Subtotal. Here, you should enter the price you expect the entry to be charged based on the criteria you’ve configured. For example, if you’re testing an early bird discount for entries submitted in a specific category during a certain period, you’ll need to specify the amount you anticipate being applied. The system will then indicate whether the correct rules have been set for the expected price to be applied.
10. Select the Number Of Entries you wish to test the invoice for.

At this point the system asks to to provide certain information for each individual entry:

1. Add the Entry Submit Date, which might differ from the Invoice Creation Date
2. Select which award Category the entry belongs to, if applicable.
3. Select which Nomination the entry is part of, if any.
4. Questions – Here you can add any questions in the form where you’ve applied a price per question. For example, if you have a question such as “How many tickets do you want?” where the answer is a number, you’ll need to enter the question ID followed by the expected value. The format should be QuestionID:Value. For instance: 71639:Tomato or 19371:1; 18371:5. If you want to enter multiple values, they must be separated by semicolons.
5. Add the amount of Discount to apply, if any.
6. Click on Save and then on Back

Now you are able to see the list of scenarios created using the above steps. Click on the three dots on the right hand side of any of them to Run Test Scenario, Edit, Copy (duplicate), or delete it.

Upon running the test, a new page will open with the result of your scenario setup. This allows users to verify the effectiveness of their payment structure.